Managing a few thousand contracts in an extremely dynamic area in terms of infrastructure and demographic growth, with specific details for each household – for individual homes as well as for owner associations in blocks of flats, is a serious challenge which the company from Giroc must face while having a small administration team. The problem of administering contracts in an organised manner, as well as block billing for the contracted utilities and debt recovery, is a hurdle for a small team with multiple attributions.
The solution came once with the Ascent ERP implementation, with the Management of utilities contracts, Administration and Accounting modules. The contract administration starting from a unique format of service supply which dynamically loads variables afferent to the contract holder, to the address provided for the services, to the contracted services, surface or number of persons, to the contract validity, to the meter series – is now possible, while the changes in the relation between parts via additional documents are also administered through the system. The record-holding of persons and companies, with the corresponding contracts and papers, was a substantial effort at first, but after correlating all data in the system, the search and identification of service subscribers is now facile, as the simple interface allows search filtering through various criteria.
Ascent ERP allows the administration of utilities contracts (including their annexes) and the separate billing for several workpoints / consumption points for a single partner. Also, the system allows the separate billing of services additional to utilities (branching, re-branching, etc.).
Ascent ERP offers the possibility of attaching scanned electronic documents (signed contracts, IDs, etc.). For the control and alert of certain events, automatic email notification is possible – such as notifications for payment delays or contract expiry dates.
An interconnected web interface allows the subscribers to access their billing and payment history and to receive various notifications – the next step is the integration of e-payment.
Block billing is possible via introducing reads or self-reads in the system, while the difference registered to the current index is the basis on which the automatic consumption is calculated. Billing on the account of estimated consumption is also possible.
The billing operation which used to take 2 to 3 days is now done in no more than a few hours. The strict debt control, through tracking the analytical sold component for each contract owner, is a facility of automatic accounting and of the transposing of every document in an accounting registry which is reflected both in the client-file and in sales records.
The notifications of payment delays can be emitted from the system, while the second step involves the calculation of delay penalties and the issue of corresponding billings (monthly block calculation and release).
The bills are accompanied by a QR code which allows the identification of the document, so that electronic archiving, as well as the physical one, can be effortless. The cashing via the three cash desks are managed in real time, so that debt recovery and liquidity mobilisation is more rapid.